DEFENSE LOGISTICS AGENCY HEADQUARTERS 8725 JOHN J. KINGMAN ROAD FORT BELVOIR, VIRGINIA

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1 DEFENSE LOGISTICS AGENCY HEADQUARTERS 8725 JOHN J. KINGMAN ROAD FORT BELVOIR, VIRGINIA Corrected ccmy - January 13, 2015 December 16, 2016 MEMORANDUM FOR SUPPLY AND SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW COMMITTEE (PRC) MEMBERS SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1126, Revised Supply Discrepancy Report (SDR) Routing Rules for Non-Manager Owned Suspended Stock Identified at Time of Receipt at DLA Distribution Centers and Improved Identification of Owner and Manager on SDR Transactions (SDR/Supply) The attached change to DLM , Defense Logistics Management System, is for implementation. See paragraph 9 of the attachment for details of the implementation plan. Addressees may direct questions to Ms. Ellen Hilert, DOD SDR System Administrator, or DSN , ellen.hilert@dla.mil; others must contact their Component designated Supply PRC representative or SDR Subcommittee representative available at ~ALDC.P Director Defense Logistics Management Standards Office Attachment As stated cc: ODASD (SCI) Defense Packaging Policy Group

2 Attachment to ADC 1126 Revised Supply Discrepancy Report (SDR) Routing Rules for Non-Manager Owned Suspended Stock Identified at Time of Receipt at DLA Distribution Centers and Improved Identification of Owner and Manager on SDR Transactions 1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: a. Technical POC: Ms. Ellen Hilert, DOD SDR System Administrator, or DSN , b. Functional POC: Ms. Ellen Hilert, DOD SDR System Administrator, or DSN , 2. FUNCTIONAL AREA: Supply Discrepancy Reporting 3. REFERENCES: a. DLM M, Defense Logistics Management System, Volume 2, Supply, Chapter 17, Supply Discrepancy Reporting Procedures b PRC Focused Topic Meeting: Quality Related Receipt Notification SDRs (May 7, 2014) c. DTR R, Defense Transportation Regulation, Part II, Appendix L 4. APPROVED CHANGE(S): Substantive changes subsequent to formal staffing are identified by green highlighting. a. Brief Overview of Change: (1) This change revises routing rules and provides improved procedures for processing receipt notification SDRs for materiel suspended upon receipt based upon managerprovided screening criteria. These SDRs do not report a supply discrepancy; they instead report receipt of materiel meeting specific quality-related criteria identified by the three-position Q- series discrepancy code. The approved procedures will facilitate return of suspended quality deficient materiel to the item manager responsible for the screening action and subsequent reimbursement for the current owner using defined business rules. In order to support the revised procedures, this change establishes: (1) a new SDR action code for use on receipt notification SDRs for non-manager owned materiel, and (2) a new interim SDR reply code for use by the storage activity in response to premature SDR replies by the owner. Additionally, this change authorizes consolidation of two existing receipt notification three-position Q-series discrepancy codes. (2) In conjunction with the above changes, SDR transaction formats are modified to support data fields to identify the owner and manager as distinct organizations separate from Page 1

3 the current mixed use data field used for owner, item manager, or source of supply (SoS) dependent upon the document type code/scenario. b. Background: (1) When the item manager submits a Stock Screening Request (DLMS 842CI transaction or equivalent request) to DLA Distribution Centers, all stock under DLA Distribution visibility is screened regardless of ownership. SDRs prepared as a result of screening new receipts by DLA Distribution Centers may be submitted to the item manager using SDR Document Type 9 (indicating a procurement source receipt), or to the owner using SDR Document Type R (indicating a redistribution receipt) or Document Type 8 (indicating a return). The screening process is used by the item manager to identify all materiel that is associated with a suspected quality deficiency reported via Product Quality Deficiency Report (PQDR) or subject to some other type of investigation (e.g., counterfeit materiel/unauthorized product substitution (CM/UPS)). In order to accomplish the screening, DLA Distribution creates a receipt restriction screen for each applicable location perpetuating applicable criteria from the item manager s screening request. Typical screening criteria include national stock number (NSN), manufacturer s commercial and government entity (CAGE) code, or a combination of CAGE and manufacturer s part number. The receipt restriction is established within the Distribution Standard System (DSS) for the suspect materiel to ensure that matching materiel being received will be screened while the associated stock screening action is open for materiel in storage. In addition, a receipt restriction can be requested by the item manager independent from the stock screening request, and this can remain open indefinitely. When materiel meeting the criteria established for receipt restriction is discovered during receipt, the materiel is suspended, and a receipt notification is sent to the materiel owner (manager for Document Type 9) using the SDR as the reporting mechanism. (This is in addition to the receipt transaction.) The quality-related three-position Q-series discrepancy codes used on these SDRs do not indicate a supply discrepancy, but rather a storage activity receipt of materiel requiring special processing due to a potential quality deficiency. When the owner is different than the manager requesting the screening, the owner may not understand the underlying reasons for the suspension of the materiel (remarks text on the SDR may provide criteria without explanation for the cause). The owner has no recourse for obtaining resolution other than to submit another SDR for the same materiel to the manager (using SDR Document Type 7), since there are no alternative procedures for the owner to obtain credit or disposition instructions from the manger. (2) The DLMS transaction was designed to minimize impact when replacing existing point-to-point transactions used between DSS and the original DLA inventory control point (ICP) system. In order to accomplish this, a mixed purpose data field was employed to identify the owner, item manager, or SoS based upon the document type code. For example, SDRs prepared using the Automated Discrepancy Reporting System (ADRS) within DSS as Document Type 9 (procurement source receipt discrepancies) always identified the item manager, while SDRs prepared as Document Type 8 (non-procurement source distribution center receipts other than redistribution actions) always identified the owner based upon DSS records. SDRs submitted to the distribution center for processing by the DSS Incoming SDR (ISDR) system by customers were expected to identify the SoS. Unfortunately, this approach has resulted is a continuing source of confusion among users and doesn t accommodate various supply support scenarios adopted by DOD over recent years. Page 2

4 c. Approved Change in Detail: (1) Change 1 Revise DLA Distribution Center Procedures for Receipt Notification SDRs for Non-Manager Owned Suspended Materiel (a) SDR Routing. Revise DLA Distribution Standard System (DSS) logic to identify the SDR action activity as the item manager for receipt notification SDRs resulting from manager-directed screening actions. This applies to SDRs containing Discrepancy Codes Q22 thru Q77 (these procedures are not applicable to Discrepancy Codes Q11 (PQDR exhibit receipt) or Q99 (first article testing receipt)) (refer to Enclosure 3 for Q- series discrepancy code definitions). When the owner is other than the manager, the SDR will also identify the owner as an information copy recipient. This applies to the following list of 1 (b) SDR Action Code. Each SDR directed to the item manager rather than the current owner under these procedures will include new SDR Action Code 4A (item manager disposition requested for non-manager owned suspended stock per receipt screening; no action by owner pending item manager response). (c) SDR Remarks. Because the stock screening request criteria is perpetuated to the receipt restriction screen used by receiving personnel, this information may also be perpetuated to the SDR remarks. Stock screening request and SDR preparation guidance must be updated to direct that remarks be as informative as possible and written in a way that supports all related uses. (d) DOD WebSDR SDR Reply Distribution 1. WebSDR will ensure that all replies to SDRs containing Action Code 4A are provided to both the owner and the manager. That is, the owner will receive a copy of the SDR reply provided by the manager and the manager will receive a copy of the SDR reply prepared by the owner, even though the reply identifies the storage activity as the intended recipient. If the reply transactions prepared by either the owner or manager doesn t identify the applicable information copy recipient, the information recipient will be added by DOD WebSDR. There is one exception to this rule for rejection replies containing Reply Code 522; see below. 2. When the SDR contains SDR Action Code 4A, DSS logic will take no action based upon disposition instructions provided by the owner prior to an SDR reply from the manager. Based upon the situation, the disposition provided by the manager may return the materiel to its original condition or ask the owner to transfer ownership to the manager. DSS will respond to the premature SDR reply from the owner using new interim Reply Code 522 (resolution pending investigation/response from item manager) using a status update reply (Transaction Set Purpose Code SU). This transaction will not identify the manager as a recipient and will not be copied by WebSDR to the manager. 1 Sentence fragment deleted as administrative correction to ADC on January 13, Page 3

5 (e) SDR Processing 1. The manager will reply to the SDR based upon the situation. a. Where an immediate response is not possible due to an ongoing investigation, the manager will provide an interim response (e.g. Reply Code 520 (SDR materiel undergoing test/evaluation) Reply Code 521 (SDR resolution pending PQDR review)). b. A typical manager final response may direct the return of the materiel to its original supply condition code when the cause for the suspension is resolved with no adverse action or the materiel was suspended unnecessarily. The distribution center will upgrade the materiel condition and provide a completion notice (Transaction Set Purpose Code CN) to both the manager and an information copy to the owner. c. Another typical scenario will be for the manager to instruct the owner to return the materiel to the manager for reimbursement, thereby allowing the manager to subsequently direct return of the materiel to the vendor or shipment to DLA Disposition Services. Concurrent with providing the SDR reply instructing this action, the manager will provide a Pre-positioned Materiel Receipt (PMR) (DLMS 527/DIC DW_) to the distribution center holding the materiel indicating the receipt will be reported to the manager. This PMR will allow the manager to monitor for receipt of the directed return by document number. The manager s SDR reply will clearly define the necessary steps: [1] The reply will specify that the owner return the materiel to the manager using ship-to self/shipment in-place procedures. The reply will include interim reply code 523 (Return materiel to manager at current location). This will be accomplished by the owner providing a Materiel Release Order (MRO) (DLMS 940R/Document Identifier Code (DIC) A5_) to the distribution center holding the materiel identifying that distribution center s DoDAAC as the ship-to activity. This MRO will use the document number provided by the manger on the SDR reply. The result of this process is ownership transfer with all the necessary transactions for compliance/auditability without physical movement of the materiel. DSS will receive a copy of this interim reply transaction, but will not update the internal SDR status. [2] The manager reply will tell the owner to provide an SDR reply containing the document number(s), if known, for the original requisition from the manager. [3] The owner reply will confirm that the MRO has been processed and provide document number(s) for credit using interim Reply Code 524 (materiel returned at current location for credit). If original document number(s) is(are) not available, a constructed document number may be substituted for the original requisition document number. A constructed document number is recognized by the letter U in the first position of the document number serial number and by the Utilization Code U in transactions (as a DLMS enhancement). DSS will receive a copy of this interim reply transaction, but will not update the internal SDR status. d. DSS will provide a shipment status for materiel processed under the ship-to-self process and must assign a unique transportation control number Page 4

6 (TCN) since the document number used for this action is perpetuated from the SDR and, therefore, represents a prior movement. The document number for a directed return may be reused, but TCNs for each movement must be unique (see paragraph H of reference 3.c.). e. Where applicable, credit will be provided upon resolution with the completion of the applicable investigation and transfer of materiel to item manager ownership. It will not be provided up front, based solely upon the SDR submission. (f) Follow-up. DSS will systemically follow-up on open SDRs, so the materiel owner in receipt of the information copy of Q-series SDRs will not need to initiate a follow-up to the manager. DSS will also systemically follow-up on open SDRs where the manager has requested that materiel be returned, but the owner has not responded with the required action. (g) SDR Resolution 1. If the manager has provided an SDR reply indicating that materiel should be returned to its original condition and no further action is required, the distribution center will take action to close the SDR and provide a completion notice to all parties involved. 2. Where transfer of ownership was requested and accomplished, the manager will provide final disposition instructions to the distribution center via SDR reply, e.g., directing disposal action or return of discrepant materiel to the vendor. The reply transaction provided for final disposition will identify the manager RIC as the owner. (h) Completion Notice. Upon completion of disposition instructions provided by the manager, the distribution center will provide a completion notice (Transaction Set Purpose Code CN) to all parties. (2) Change 2 Combine Selected Q-series Discrepancy Codes. The Discrepancy Codes Q22 and Q44 will be merged since these codes are not discernibly different. The resulting code explanation will read: Q22 New procurement receipt, customer return, redistribution order, or stock screen item quality deficiency, contractual non-compliance, including specification and/or technical data deficiency (3) Change 3 DLMS Implementation Convention (IC). Revise ICs as shown at Enclosure 4. Updates include separate identification of the owner, manager, and SoS data fields and an administrative revision. (a) New Owner and Manager Data fields: 1. The owner and item manager must be identified by Routing Identifier Code (RIC) on storage activity SDRs (Document Type 8, 9, A, N, P, R). The owner and manager data fields may be populated concurrently with the same values. Page 5

7 2. For DLA Disposition Services SDRs (Document Type D) the owner will be used to identify DLA Disposition Services (RICs S9D or S9W) as the owner for materiel turn-ins, with the exception of materiel that was not accepted. For this situation, the owner may be left blank and the original owner of the materiel will be understood to be the current owner. The manager field will not be mandatory, but should be populated when available. (b) SoS data field: 1. The SoS must be identified by RIC on customer SDRs (Document Type 6, 7, and V.) The SoS is the activity that directed the shipment (e.g., issued the release order to the storage activity or procured the materiel for direct vendor delivery). The SoS is normally the item manager, but may be another organization for lateral shipments within a Service. The manager field will not be mandatory, but should be populated when available. 2. For transshipper SDRs (Document Type W), the SoS will be identified as the activity that directed the shipment regardless of the type of shipment involved. The manager field will not be mandatory, but should be populated when available. The owner field will be the same as the SoS since ownership is retained by the original owner while the materiel is in-transit. d. Revisions to DLM Manuals: Refer to Enclosures 2 and 3. e. Transaction Flow: Refer to Enclosure 1. f. Alternatives: None identified. g. Proposed DLMS Change 1126 Staffing Response/Comment Resolution: Originator Response/Comment Disposition 1. DLA Concur 1. The business rules say that all parties will receive a copy of all transactions based upon the use of Action Code 4A; however DLA will not be able to process DSS SDR replies with Reply Code The PDC procedures have the completion notice being transmitted after ownership transfer, but the SDR must remain open until the manager provides final disposition instructions. 3 Additional interim reply codes should be assigned to associate SDR transactions with steps 11 and 14. This will facilitate DSS processing, allowing the SDR to remain open until final disposition is given by the manager. Noted. 1. Procedures updated to require DSS to direct Reply Code 522 to the owner only without WebSDR providing a copy to the manager. 2. Procedures updated to insert manager disposition instructions prior to transmission of the completion notice. Based upon DLA comments, the flow diagram is updated to include steps 17 and New interim Reply Codes 523 and 524 assigned, respectively. Page 6

8 Originator Response/Comment Disposition 2. Navy Concur Noted. 3. Air Force Concur Noted. 4. Marine Corps Concur An administrative correction should be made to reference (a) on page 4 paragraph 4.c(3). Change 2 is redundant and should be corrected to say Change 3. Noted. Fixed. 5. Army Concur Noted. 6. SDR Administrator 1. The administrative correction (Enterprise Identifier note) applies to the DLMS 842A/W rather than the 842A/R as originally shown. 2. The PMR must include the WebSDR Control Number to link the directed return receipt with the SDR since the document number for the return will differ from that on an SDR for a receipt notification triggered by stock screening action/receipt restriction. 1. IC change table updated. 2. ADC updated to document the PMR requirement to be submitted by separate PDC. 5. REASON FOR CHANGES: This change provides documented procedures for resolution of SDRs resulting in suspended non-manager owned materiel after manager-requested stock screening. These procedures eliminate the need for a second SDR for the same receipt (storage activity-initiated SDR to owner followed by owner-initiated SDR to manager). Additionally, these procedures provide immediate visibility to the manager of all materiel suspended as a result of the manager-requested screening action. 6. ADVANTAGES AND DISADVANTAGES: a. Advantages: (1) New business rules will provide better clarity and more streamlined processing of quality-related SDRs identified at the time of receipt, when the materiel owner and materiel manager are not the same. (2) The approved procedures will allow the materiel manager to provide disposition and financial resolution without the double SDR reporting that is currently used. (3) The procedures outlined provide a step-by-step process that may be repeated by all distribution centers, owners, and managers. b. Disadvantages: None identified. Page 7

9 7. ADDITIONAL COMMENTS: a. Discrepancy Code Q11. After consultation with DLA and Air Force representatives, it was determined that receipt notification SDRs for PQDR exhibit receipt should be excluded from the revised routing rules under this change. The exhibit return may have been at the request of the owning Service and not the item manager. The appropriate approach for these is for the responsible activity to provide a PMR for the exhibit return to ensure that it is properly receipted. The SDR should then be directed to the same organization as the receipt, be that the owner or the manager. b. Discrepancy Code Q99. Receipt of materiel for first article testing will be reported to the manager as a procurement source receipt (Document Type 9) and, therefore, will already be reported to the correct action activity and will not require subsequent ownership transfer. 8. ADDITIONAL FUNCTIONAL REQUIREMENTS: a. A separate DLMS change proposal (identified as draft PDC 1084) is under development to document revised procedures for processing Storage Quality Control Reports (SQCRs) for non-manager owned materiel subsequent to a manager submitted stock screening request for materiel in storage. The approach outlined in the this ADC for transfer of ownership to the manager after SDR processing is the same methodology planned for transfer of ownership to the manager after processing of SQCRs outlined in draft PDC It is anticipated that DLA will implement this ADC in conjunction with draft PDC b. DLA will prepare a separate DLMS change proposal to adjust the PMR format to include the WebSDR control number. This will link the SDR with the ownership transfer accomplished by the ship-to-self MRO provided by the original owner. 9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: a. DLMS IC changes will be published upon approval; the target implementation date for data field breakout (SoS/owner/manager) is November Expedited implementation is authorized. Due to staggered implementation dates, Components should ensure transactions do not fail if additional data fields are included prior to integrating capability to retain the separately identified data fields within the Component SDR system b. Data element code value updates will be published to the DLMS Dictionary March 1, c. DLA implementation for the new procedures is planned for March DLA and DSS implementation must be concurrent. Due to the extended implementation schedule, all Component SDR systems are requested to implement concurrent with DLA systems. 10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH IMPLEMENTATION OF THIS CHANGE: Not available. 11. IMPACT: a. New DLMS Data Elements: None identified. Page 8

10 b. Changes to DLMS Data Elements: Refer to Enclosure 3 for detailed information. (1) Add SDR Action Code 4A, Manager disposition requested for non-manager owned suspended stock per receipt screening; no action by owner pending item manager response. (2) Add SDR reply codes: (a) Reply Code 522, Discrepancy report resolution pending investigation/response from item manager, (b) Reply Code 523, Manager notification to owner: return materiel to manager at current location. (c) Reply Code 524, Owner notification to manager: materiel returned at current location for credit. (3) Revise the narrative explanation for Discrepancy Code Q22 and delete Discrepancy Code Q44 (effectively merging these two codes). c. Automated Information Systems (AIS): As applicable, Component SDR systems must be updated as follows. above. (1) Recognize/post all identified code and transaction format revisions described (2) Automate business rules to the degree possible. This could include precluding premature owner response to SDRs citing Action Code 4A, and scripted narratives for manager SDR replies to ensure all the pertinent rules are delineated for the owner. When/if feasible, the owner or manager system should be updated to flip the organizations identified to receive the SDR reply when applicable, so that the distribution center becomes the copy recipient of the reply and the owner or manager (as applicable) is designated as the to activity on the transaction. (3) The owner or manager receiving a distribution copy of the reply prepared by either the owner or manager must recognize when the contents of the reply are directed toward the that activity rather than the distribution center. (4) The manager must be able to provide credit based upon an SDR identified by Document Type 8 (systems such as DLA s Enterprise Business System (EBS) provide credit on customer SDRs (Document Type 7) rather than distribution center receipt SDRs). (5) DSS changes include recognizing the scenario and properly constructing the SDR with the new action code and proper routing of the SDR to the manager with an information copy to the owner. DSS must also recognize premature owner replies and respond with a status update to clarify that the SDR will remain open pending the manager response. d. DLA Transaction Services: Significant changes to DOD WebSDR include the following. Page 9

11 (1) Recognize/post all identified code and transaction format revisions described above. WebSDR screens will be modified to add two additional data fields for identification of the owner and manager and require that these be populated for storage activity prepared SDRs (Document Type A, P, N). (2) Ensure that the applicable owner or manager replies are distributed to all parties (distribution center, owner, and manager), even if not identified by the activity preparing the reply. If prepared by the owner, the manager will be designated as a party to receive a copy; if prepared by the manager, the owner will be designated as a party to receive a copy. As an exception, SDR rejection replies with Reply Code 522 will not be copied to the manager. e. Non-DLM Series Publications: Process revisions may require update to internal operating procedures. Page 10

12 Enclosure 1, Process Flow Diagram ADC 1126, Enclosure 1 Page 1

13 Enclosure 2, Defense Logistics Manual (DLM) Revisions Changes are identified by bold red italics and strike-though text. A. Revise DLM , Defense Logistics Management System, Volume 2, Chapter 17, Supply Discrepancy Reporting, as shown. C Receipt Notification SDRs for Quality-Related Issues Identified During Distribution Center Receipt. Three-position Q-series discrepancy codes have been developed to accommodate materiel owners/managers with special programs requiring immediate visibility and notification of quality deficient (or potentially deficient) materiel received at the distribution center. These codes are applicable for reporting to ICP/IMMs via the SDR process, based upon special inspection requests by the materiel owner manager. These reports are contingent upon pre-existing receipt restriction requirements that identify the National Stock Number (NSN) and/or other screening criteria and specific actions the materiel owners managers expects the distribution center to perform. Some of the specific programs that require reporting of quality-related concerns for receipts, including new procurement and customer returns, are: PQDR exhibits, items identified as customer return improvement initiative (CRII) items, critical safety items, (CSI), items that failed under use, and items requiring First Article Testing. Additionally, receipt of PQDR exhibits will be reported to the owner or manager using the applicable three-position Q-series discrepancy code. For PQDR exhibits, report the receipt and SDR to the same organization (based upon the PMR, when available). Report suspended materiel in the appropriate supply condition code (SCC) under DLMS/MILSTRAP procedures, to include PQDR exhibit receipts in SCC Q and CSI in SCC L for procurement source receipts or SCC K for non-procurement source receipts. For other than PQDR exhibits or first article testing, provide the SDR to the manager with a distribution copy to the owner, if different. Disposition instructions for these SDRs will be provided by the manager (a response from the owner prior to the manager response will be considered premature and will result in a status update from the distribution center indicating that the SDR is still pending manager response (Reply Code 522)). The manager will provide an interim response if the SDR will remain open for an extended period pending investigation. If resolution of the SDR requires the materiel to be returned to the manager, the manager will request that the owner direct ownership transfer using ship-to-self/shipment in-place procedures and provide document number(s) applicable to the original requisition (or a constructed document number) for reimbursement. Interim Reply Code 523 applies. The manager will provide a PMR to the distribution center to ensure proper processing of the receipt resulting from the shipment in-place and to allow the manager to monitor for the directed return. The owner will provide an SDR reply with applicable document number(s) for credit and confirm materiel release order for ownership transfer at the current location. Interim Reply Code 524 applies. In this situation, the SDR will remain open until the manager has provided disposition instructions for the discrepant materiel and the distribution center has completed this action. At this point, the distribution center will provide a completion notice to the manager with an information copy to the original owner. ADC 1126, Enclosure 2 Page 1

14 Enclosure 3, DLM Appendix Updates Revise DLM , Volume 2, Appendix 3, Supply Discrepancy Report Relevant Data Elements, as shown. Changes are identified by bold red italics and strike-though text. Intervening text between updated paragraphs or sections is not shown. AP3.2. SHIPPING AND PACKAGING DISCREPANCY CODES Quality-Related Deficiency Receipts/Stock Screening (DLA Distribution Center Only) Q11 Q22 Q33 Q44 Q55 Q66 Q77 Q99 Returned or stock screen item, PQDR exhibit deficiency New procurement receipt, customer return, redistribution order, or stock screen item quality deficiency, contractual non-compliance, including specification and/or technical data deficiency Returned, redistribution order, or stock screened item suspected materiel deficiency (DLA Customer Returns Improvement Initiative (CRII) items only) New procurement receipt, customer return, redistribution order or stock screen item contracting deficiency, for specification and/or technical data deficiency Item under investigation Customer return or stock screen item failed under use New procurement receipt, customer return, or redistribution order receipt of stock screen item identified as a suspected critical safety item (CSI) discrepancy New receipt item received for First Article Testing AP3.3 SDR REQUESTED ACTION CODES. The SDR Requested Action Code is used to provide a description of the action requested by the initiator of the SDR. This data element may be referred to as the SDR Action Code. This is a two position alphanumeric code. Only one action code may be used per SDR under DLMS. Preprinted codes on the face of the SF 364 may be supplemented from this list. SDR ACTION CODES 4A Manager disposition requested for non-manager owned suspended stock per receipt screening; no action by owner pending manager response AP3.4 DISCREPANCY STATUS OR DISPOSITION (REPLY) CODES. Action activities use the Discrepancy Status or Disposition (Reply) Codes to codify a response to an SDR. This data element may be referred to as an SDR Reply Code. It is a three position numeric code. Up to three reply codes may be used on a single report to provide complete financial and materiel disposition instructions and provide additional information as needed. Codes may be used to replace or supplement preprinted information on the reverse side of the SF 364. System design should accommodate clear text for ease of use and interpretation. ADC 1126, Enclosure 3 Page 1

15 Reply Codes The 500-series (and some 100-series) codes indicate an interim reply: 520 SDR materiel undergoing test/evaluation. 521 SDR resolution pending PQDR review. 522 Discrepancy report resolution pending investigation/response from item manager. 523 Manager notification to owner: return materiel to manager at current location. 524 Owner notification to manager: materiel returned at current location for credit. ADC 1126, Enclosure 3 Page 2

16 Enclosure 4, DLMS Implementation Conventions (ICs) Revisions Revise DLMS SDR transactions as shown: # Location Change Table for 842A/R Standard SDR Reply 1. DLMS Add ADC 1126 to DLMS Introductory note: Introductory Note - ADC 1126, Revised Routing Rules for Non-Manager-Owned Suspended Stock Identified at Time of Receipt at DLA Distribution Centers and Improved Identification of Owner and Manager on SDR Transactions 2. 2/N101/4100 Revise DLMS note for existing Qualifier SUS and add new Qualifiers HA and KA with associated DLMS notes: Reason To identify DLMS changes included in the DLMS. Allows for separate identification of the owner, manager, and SoS. SUS Supply Source DLMS Note: 1. Use as applicable to identify the source of supply (SoS) by Routing Identifier Code (RIC). Must use for customer SDRs (Document Type 6, 7, and V), to identify the source of supply (SoS) source by Routing Identifier Code (RIC); this is the party that directed the shipment. For storage activity-generated SDRs for new procurement, returns, and redistributions this will be the owner. 2. For transshipper prepared SDRs (Document Type W), use to identify the party that directed the shipment. HA Materiel owner DLMS Note: 1. Use as applicable to identify the materiel owner by RIC. Must use for storage activity SDRs (Document Type 8, 9, R, A, N, and P). 2. For DLA Disposition Services prepared SDRs (Document Type D), use to identify DLA Disposition Services as the owner for materiel turn-ins with the exception of materiel that was not accepted. For this situation, the owner may be left blank and the original owner of the materiel will be understood to be the current owner. KA Materiel manager DLMS Note: Use as applicable to identify the item manager by RIC. Must use for use for storage activity SDRs (Document Type 8, 9, R, A, N, and P). ADC 1126, Enclosure 4 Page 1

17 # Location Change Table for 842A/W Standard SDR Report 1. DLMS Add ADC 1126 to DLMS Introductory note: Introductory Note - ADC 1126, Revised Routing Rules for Non-Manager- Owned Suspended Stock Identified at Time of Receipt at DLA Distribution Centers and Improved Identification of Owner and Manager on SDR Transactions 2. 2/N1/2800 Delete segment level DLMS Note: DLMS Note: Use in IUID loop to identify the Enterprise Identifier. 3. 2/N101/2800 Revise DLMS note for existing Qualifier SUS and add new Qualifiers HA and KA with associated DLMS notes: Reason To identify DLMS changes included in the DLMS. Administrative correction not related to this ADC business process. This note is obsolete; the enterprise identifier for item unique identification (IUID) is not provided via an SDR. Allows for separate identification of the owner, manager, and SoS. SUS Supply Source DLMS Note: Use to identify the owner or manager by Routing Identifier; this is the party that directed the shipment (Source of Supply) when applicable to wholesale requisitions. 1. Use as applicable to identify the source of supply (SoS) by Routing Identifier Code (RIC). Must use for customer SDRs (Document Type 6, 7, and V), to identify the source of supply (SoS) source by Routing Identifier Code (RIC); this is the party that directed the shipment. For storage activity-generated SDRs for new procurement, returns, and redistributions this will be the owner. 2. For transshipper prepared SDRs (Document Type W), use to identify the party that directed the shipment. HA Materiel owner DLMS Note: 1. Use as applicable to identify the materiel owner by RIC. Must use for storage activity SDRs (Document Type 8, 9, R, A, N, and P). 2. For DLA Disposition Services prepared SDRs (Document Type D), use to identify DLA Disposition Services as the owner for materiel turn-ins with the exception of materiel that was not accepted. For this situation, the owner may be left blank and the original owner of the materiel will be understood to be the current owner. KA Materiel manager DLMS Note: 1. Use as applicable to identify the item manager by RIC. 2. Use to identify the item manager for the incorrect (wrong) item received by Routing Identifier (RI). 3. Must use for use for storage activity SDRs (Document Type 8, 9, R, A, N, and P). ADC 1126, Enclosure 4 Page 2